This article covers Workflow Logic and how it can be used. Workflows are a vital part of Formstack Sync and can be used to ensure only data you want to sync is syncing. An important thing to understand about Workflows is that they allow records to sync, they do not prevent records from syncing. If a record passes one Workflow, it will sync.
Understanding "Any" and "All"
The first piece of the workflow Logic is the "any" and "all" notations.
- This requires that all rules in the workflow must be met before a record can sync.
- The "all" notation only works for 1 object. For instance, you can't use "all" if your rules are for both a contact and a company because a record cannot be both a contact and a company.
- This allows all of the rules to be evaluated separately, so if a record matches one rule then the record can sync.
- You can many different systems and objects on a single Workflow when using "any", however, we recommend that you separate your Workflows by record type and system.
Understanding Logic Conditions
Formstack Sync Workflows all 4 Logic Conditions to be used.
- Contains - This logic rule allows you to only sync records that have a particular value in a field.
- Does Not Contain - This is the opposite of Contains. This logic rule allows you to sync records that do not have a particular value in a field.
- Is Empty - This logic rule allows you to sync all records that do NOT have a value in a particular field
- Is Not Empty - This logic rule allows you to sync all records that HAVE a value in a particular field.
These rules are important for understanding Workflows because it is possible to make a rule that contradicts its self and will not allow any records to sync. Always think through the logic conditions you have set and do some testing to make sure that only the records that you want pass.
Understanding Objects and Fields
Workflows only work with fields that are mapped. The only field types that Workflows support are Text and Single-Select. Make sure any field you are using in your workflow is mapped and that it is an appropriate field type.
You must set up a Workflow for any Object you want to sync. Objects are Contacts, Leads, Companies, Opportunities, Activities, and Tickets. If there is not a Workflow for the Object Type you have mapped it will not sync. As noted above, only the "Any" notation allows more than one Object type on a single Workflow.
The last step is to select an Action you want to occur for records that meet this rule. At the very least you need to check the "Sync" box. Depending on the Connectors you have installed, there may be other Actions such as adding records to Lists and/or Campaigns.